NSU00165 - Fiscal Operations Coordinator for School of Business

DHRM • Norfolk, VA

9d • Onsite

About The Position

The Fiscal Operations Coordinator serves as a key member of the School of Business and coordinates procurement, fiscal operations, and monthly reconciliation processes. The position provides customer service and supports leadership, departmental operations, and business processes; ensures compliance with university policies; and fosters collaborative relationships across the Division of Academic Affairs.

The coordinator monitors budgets, expenditures, commitments, and balances; coordinates procurement and purchasing activities; processes Small Purchase Charge Card (SPCC) transactions and monthly expense reconciliations; and completes fiscal year-end procedures. The role also supports executive administration, including travel authorizations and expense reports, maintains accurate fiscal records, prepares written materials and reports, and identifies opportunities to improve business processes and operational efficiency. The coordinator is expected to use sound judgment and discretion when handling confidential information and to provide support for department goals as assigned.

Requirements

• Experience providing administrative, fiscal, procurement, or customer-service support in a professional office environment.
• Working knowledge of general office practices, administrative procedures, and customer-service principles.
• Experience coordinating multiple priorities and meeting deadlines in a fast-paced environment.
• Ability to organize work, exercise sound judgment, and maintain accuracy and attention to detail.
• Strong written and verbal communication skills, with the ability to interact professionally and effectively with employees, leadership, vendors, and campus partners.
• Problem-solving skills, including the ability to analyze situations, identify solutions, and follow issues through to completion.
• Ability to work independently and contribute effectively within a collaborative team environment.
• Experience maintaining confidential and sensitive information with discretion and professionalism.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and ability to learn new software applications and business systems.
• Applicants must be authorized to work in the United States without employer sponsorship.

Nice To Haves

• Experience providing administrative or fiscal support within higher education.
• Experience with procurement, purchasing, accounts payable, or contract administration.
• Experience with enterprise resource planning, productivity systems, and applications such as Eva, Workday, Colleague, and TeamDynamix (TDX).
• Experience administering Small Purchase Charge Card (SPCC) transactions and reconciling procurement-card expenses.

Responsibilities

• Monitor departmental and School of Business budgets, expenditures, commitments, and available balances; identify variances, potential funding issues, and unusual transactions; and communicate financial information and recommendations to leadership.
• Coordinate procurement activities, including creating requisitions, obtaining quotes, processing purchase orders, managing vendor and software renewals, and processing payment requests through completion.
• Process Small Purchase Charge Card (SPCC) transactions and reconcile monthly expense reports in compliance with university and Commonwealth of Virginia purchasing policies.
• Complete fiscal year-end procedures in accordance with university guidelines.
• Support executive administration, including managing fiscal operations and preparing travel authorizations and expense reports.
• Ensure business practices comply with university and state policies.
• Resolve problems with established precedents and limited impact, referring non-standard questions and problems to higher levels.
• Maintain organized and accurate fiscal records and supporting documentation in accordance with records-retention requirements and state regulations.
• Develop written documents and reports conveying information, guidelines, and standard procedures.
• Communicate information, guidelines, and standard procedures.
• Provide customer service and serve as a resource for faculty, staff, students, vendors, and campus partners.
• Identify opportunities to improve business-office processes, documentation, and operational efficiencies.
• Use sound judgment, discretion, and professionalism when managing confidential information.
• Perform additional duties as assigned in support of department goals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed